Trucking companies can be intimidating. The trucks are large and noisy, the drivers are in a hurry to meet a tight schedule, and the paperwork seems confusing.

I learned to deal with trucking companies as a teenager working for a computer company in Carrollton, Texas. I was a receiving clerk after school and in the summer.

The pointers here will show you how to receive kilns or other freight from trucking lines. This can help you avoid costly mistakes that are easy to make.

For instance, suppose you receive a kiln from a truck line, and the crate is in perfect condition. You sign the paperwork, and the driver leaves. Three days later you take the crate apart and discover that the lid is in pieces. Because you signed the papers and didn’t notify the carrier right away of the damage, the trucking line will pay only 1/3 the cost of the damage, if anything.

WHAT TO KNOW WHEN YOU ORDER A KILN

LIFT GATES: Shipments to residences usually require a lift gate, as most houses do not have high docks. You must request the lift gate when you order the kiln so that this can be noted on the bill of lading. If it is not noted and you need the lift gate, there will be a redelivery charge.

Will you need help unloading the kiln? Package handling companies off-load and uncrate for a fee. Otherwise make sure you have enough people to help unload the kiln. Or ask for an inside delivery when placing your order.

DIFFICULT ACCESS LOCATIONS: Do you live where a large tractor-trailer would have difficulty maneuvering? Examples: a half-mile gravel driveway, narrow streets, dead-end streets. Notifying the trucking company in advance will prevent extra costs and headaches.

There are several options for delivery to a difficult location:

1) Meet the tractor-trailer at the end of the street.

2) Pick up the kiln yourself at the freight terminal, which will also save you the residential delivery fee.

3) At the time of order, specify that you will need a small box truck for delivery.

DELIVERY POINT IS THE CURB: Most trucking companies will deliver a crate only to the curb. It is the customer’s responsibility to move the crate into the house or garage. Most companies offer inside delivery for an extra charge. For a little kindness and monetary appreciation, the driver may place the crate closer to the house or garage.

RECEIVING FREIGHT SHIPMENTS

Paragon ships thousands of kilns a year, and only a small percentage are damaged in shipment. Nevertheless it is important to know how to receive a kiln or other freight.

Our terms of sale are F.O.B. shipping point, meaning that title to these goods passes to you when the carrier receives the goods at our plant. If any part of the shipment is damaged, report the damage immediately to the transportation company. Here are some tips on how to receive freight shipments:

COUNT THE NUMBER OF PIECES.

One of the first things I learned as a receiving clerk was to count the number of pieces in a shipment, which is noted on the bill of lading. Make sure you received all items.

IMMEDIATELY INSPECT THE KILN AND CRATE FOR DAMAGE.

DO NOT SIGN THE BILL OF LADING CLEAR UNLESS YOU HAVE UNCRATED THE KILN AND INSPECTED IT.

The driver is normally in a hurry and puts the paper in front of the customer to sign. Signing it clear with no damage noted makes any freight claim difficult to process. If the driver will not wait for you to open and inspect the kiln, sign the bill of lading with the notation “SUBJECT TO INSPECTION. DRIVER REFUSES TO WAIT.” This statement offers you more protection if hidden damage is discovered later. Then inspect the kiln completely as soon as possible so you can quickly notify the trucking company of any damage.

VISIBLE DAMAGE FOUND AT TIME OF DELIVERY: You have the choice of refusing or accepting a damaged shipment. If the damage is major, refuse the shipment. Have the driver note the nature and extent of damage on the carrier’s copy and the delivery copy of the freight bill. Save your copy. Paragon will file the damage claim for refused shipments and arrange to send you another kiln.

If the damage is minor and you can arrange to have damaged parts replaced, consider accepting the shipment. If you do accept it, you will be responsible for filing a damage claim.

Note the shipping damage on the bill of lading. Do not write "Carton damaged." Instead, describe the damage. For example, “Wood on left side of crate completely broken.” You must leave the damaged goods in the original shipping container. Do not unpack the crate or fire the kiln.

Then notify Paragon immediately. We will either complete the claims process ourselves or assist you with it. Take pictures of the damage and send these to Paragon so we can assess the damage.

Contact the carrier immediately for an inspection of the goods. Write down the name of the person you speak to and the time and date of your phone call. After the inspection, carefully read the inspection report. Get a copy to support your claim. File the claim as quickly as possible, even if you have to estimate the dollar amount of damage.

You must request an inspection within 24 hours. If you call the carrier later than 36 hours, they may deny your claim.

Damaged UPS shipments: Call Paragon at 800-876-4328. We will file the UPS claim for you.

CONCEALED DAMAGE FOUND LATER: When you find concealed damage after the driver leaves, the trucking line ordinarily pays only a fraction of the cost of shipping damage. This is why it is important to inspect the kiln while the driver is waiting or to include the notation “SUBJECT TO INSPECTION. DRIVER REFUSES TO WAIT” with your signature on the bill of lading.

Note the shipping damage on the bill of lading. Do not write "Carton damaged." Instead, describe the damage. For example, “Wood on left side of crate completely broken.” You must leave the damaged goods in the original shipping container. Do not unpack the crate or fire the kiln.

Then notify Paragon immediately. We will either complete the claims process ourselves or assist you with it. Take pictures of the damage and send these to Paragon so we can assess the damage.

Contact the carrier immediately for an inspection of the goods. Write down the name of the person you speak to and the time and date of your phone call. After the inspection, carefully read the inspection report. Get a copy to support your claim. File the claim as quickly as possible, even if you have to estimate the dollar amount of damage.

File the claim as quickly as possible, along with a copy of the carrier’s inspection report. If necessary, estimate the amount of damage. After reporting the damage, the claim must be filed within 14 days, depending on the carrier.

Q. I have spilled vermiculite into the vents on the top of my Paragon SC-2 jewelry kiln. How should I remove it?

Note: The SC-2 is a small front-loading kiln. Between the ventilation slots in the top of the case and the firing chamber is a space about 1/2” wide.

A. Spilling vermiculite on top of the firing chamber under the ventilation slots is not serious. Nevertheless, to remove the particles:

1) Unplug the kiln.

2) Remove the back cover from the kiln, which is held in place by screws. This will give you access to the area under the slots where the particles fell.

3) Tilt the kiln back until the particles slide out toward the back of the kiln. It may be helpful to work the particles out with a long artist's brush. If necessary, vacuum the particles as they fall out toward the back of the kiln.

4) Before installing the back cover, make sure that no wire is touching an element connector.

This 1-1/2 day seminar at our Mesquite, Texas kiln plant will cover basic electricity, kiln design theory, three-phase power, and a full tour of our manufacturing facility. The cost is $95 and includes all meals. Please contact a customer service representative for further information by sending an email to info@paragonweb.com or calling 800-876-4328. I look forward to the opportunity of visiting with you here.